{"id":42018,"date":"2020-03-16T00:00:00","date_gmt":"2020-03-16T00:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/task-automation\/"},"modified":"2025-03-13T06:29:13","modified_gmt":"2025-03-13T13:29:13","slug":"task-automation","status":"publish","type":"post","link":"\/us\/en\/blog\/task-automation\/","title":{"rendered":"End the busywork with task automation"},"content":{"rendered":"<p>Did you know that you could totally slash your work week by at least a day and a half without sacrificing a thing on your to-do list<sup>1<\/sup>?<\/p>\n<p>How?<\/p>\n<p>Through a little thing called automation.<\/p>\n<p>According to a McKinsey study, at least a third of activities in 60% of occupations are completely automatable.<sup>2<\/sup><\/p>\n<p>Don\u2019t worry, the robots aren\u2019t coming\u2014but we may have to rethink what counts as \u201cwork\u201d very soon. Check out this graphic by McKinsey that shows the estimated percentage of time associated with activities that could be automated for over 750 US jobs. Where does <i>your<\/i> job stand?<\/p>\n<p><a href=\"https:\/\/public.tableau.com\/profile\/mckinsey.analytics#!\/vizhome\/AutomationandUSjobs\/Technicalpotentialforautomation\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"alignnone\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image5-83-1024x839.png\" alt=\"This interactive graphic by McKinsey displays the estimated percentage of time associated with activities that could be automated for 750+ US occupations. Where does your job stand?\" width=\"840\" height=\"688\" \/><\/a><\/p>\n<p>&nbsp;<\/p>\n<p>The thought of automation transforming the way the world works is both terrifying and thrilling.<\/p>\n<p>Terrifying because, well, change is always terrifying. Thrilling because the tools are well within reach.<\/p>\n<p>Did you know that even now, we could be automating work that occupies at least 45% of employee time<sup>3<\/sup>?<\/p>\n<p>Small and medium-sized businesses are often short-staffed and overworked, which is why you often see a few key people handling tremendous decision-making responsibilities while also juggling routine and repetitive business tasks.<\/p>\n<p>It\u2019s hard to do this day after day: if decision fatigue doesn\u2019t get you, the thousand paper cuts of paper-pushing admin tasks will.<\/p>\n<p>Automation, when used wisely, can help.<\/p>\n<p>We\u2019ll show you how.<\/p>\n<p>In this article, we\u2019ll cover:<\/p>\n<ol class=\"table-of-content\">\n<li><a href=\"#What\u2019s task automation?\">What\u2019s task automation?<\/a><\/li>\n<li><a href=\"#What are some tasks that can be automated?\">What are some tasks that can be automated?<\/a><\/li>\n<li><a href=\"#Getting started with task automation\">Getting started with task automation<\/a><\/li>\n<li><a href=\"#10 task automation tools you could use\">10 task automation tools you could use<\/a><\/li>\n<li><a href=\"#7 examples of task automation\">7 examples of task automation<\/a><\/li>\n<\/ol>\n<p><a name=\"What\u2019s task automation?\"><\/a><\/p>\n<h2><b>What is task automation?<\/b><\/h2>\n<p>Automation is basically when you make a task, workflow, or process happen automatically without human intervention.<\/p>\n<p>Examples of automation are all around us. When we drive into a parking lot and a machine spits out a parking ticket, that\u2019s an example of automation. Famously, Amazon uses Kiva robots to automate menial tasks in the warehouse.<\/p>\n<p><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image7-3.gif\" alt=\"\" width=\"480\" height=\"261\" \/><\/p>\n<p>Task automation isn\u2019t all robots and drones though.<\/p>\n<p>Call centers and businesses with multiple departments often use <a href=\"https:\/\/www.ringcentral.com\/contact-center\/interactive-voice-response.html\">IVRs, or interactive voice response menus<\/a>. (When you call a number and hear something like \u201cTo book a new appointment, press 1,\u201d that\u2019s an IVR that automates what used to be a big part of the customer service job. What other examples of <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/automated-customer-service\/\" target=\"_blank\" rel=\"noopener noreferrer\">automated customer service<\/a> can you think of off the top of your head?)<\/p>\n<p>If you\u2019re a project manager, you might use built-in automation features in tools like Trello to automate the creation of new cards and projects.<br \/>\n<a name=\"What are some tasks that can be automated?\"><\/a><\/p>\n<h2><b>What are some tasks that can be automated?\u00a0<\/b><\/h2>\n<p>You can automate single, specific tasks or entire workflows based on what makes sense for your business.<\/p>\n<p>Here are just a handful of examples of things you can automate in different departments:<\/p>\n<h3><b>1. <span style=\"text-decoration: underline;\">Customer service<\/span><\/b><\/h3>\n<ul>\n<li><b>Answer FAQs: <\/b>Use chatbots to automate the answering of typical <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/customer-service-vs-customer-support\/\" target=\"_blank\" rel=\"noopener noreferrer\">customer service<\/a> questions.<\/li>\n<li><b>Reduce the load on your service department: <\/b>Use dial-by-name directories or IVRs so that customers can reach the right department without an operator needing to put them through.<\/li>\n<li><b>Automate onboarding:<\/b> If you have a SaaS product, use customer onboarding software to automate emails and tips in your app that\u2019ll help your new users get up to speed quickly.<\/li>\n<\/ul>\n<h3><b>2. <span style=\"text-decoration: underline;\">HR\u00a0<\/span><\/b><\/h3>\n<ul>\n<li><b>Recruitment: <\/b>Use recruitment automation software to speed up the process of filtering through applications and even <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/remote-hiring-with-ringcentral-video\/\" target=\"_blank\" rel=\"noopener noreferrer\">make it easier to hire remotely<\/a><\/li>\n<li><b>Payroll: <\/b>Use tools like Paiyroll or Cloudpay to automate payroll.<\/li>\n<li><b>Surveys: <\/b>Use tools like SurveyMonkey to automate and synthesize data from <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/employee-engagement-survey-questions\/\" target=\"_blank\" rel=\"noopener noreferrer\">employee engagement surveys<\/a>.<\/li>\n<\/ul>\n<h3><b>3. <span style=\"text-decoration: underline;\">Administrative tasks<\/span><\/b><\/h3>\n<ul>\n<li><b>Scheduling: <\/b>Use tools like Freebusy to simplify the scheduling of appointments and <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/best-conference-call-services\/\" target=\"_blank\" rel=\"noopener noreferrer\">conference calls<\/a> in large groups.<\/li>\n<li><b>Bookkeeping: <\/b>Use rules and filters to automatically reconcile recurring transactions in your bank accounts with your chosen accounting software.<\/li>\n<\/ul>\n<h3><b>4. <span style=\"text-decoration: underline;\">Marketing and sales<\/span><\/b><\/h3>\n<figure style=\"width: 840px\" class=\"wp-caption alignnone\"><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image6-68-1024x785.png\" alt=\"How much of marketers' work can be automated?\" width=\"840\" height=\"644\" \/><figcaption class=\"wp-caption-text\">Source: <a href=\"https:\/\/hbr.org\/2015\/12\/how-many-of-your-daily-tasks-could-be-automated\" target=\"_blank\" rel=\"noopener noreferrer\">https:\/\/hbr.org\/2015\/12\/how-many-of-your-daily-tasks-could-be-automated<\/a><\/figcaption><\/figure>\n<p>&nbsp;<\/p>\n<ul>\n<li><strong>Social media:<\/strong> Use scheduling <a href=\"https:\/\/www.kontentino.com\/blog\/buffer-alternatives\/\">tools like Buffer<\/a> and Hootsuite to automatically post to social media.<\/li>\n<li><strong>Lead capturing:<\/strong> Capture qualified leads with a lead collection automation tool.<\/li>\n<li><b>Email marketing:<\/b> Pull all your contacts from your website\u2019s lead-generating assets and feed them into your email-marketing campaign with just one click.<\/li>\n<li><b>Data entry: <\/b>Automate data entry by setting up integrations between your different marketing tools.<\/li>\n<\/ul>\n<h3><b>5. <span style=\"text-decoration: underline;\">Communication<\/span><\/b><\/h3>\n<ul>\n<li>Use Gmail\u2019s autoresponder tool to reply to all emails that come in on vacation.<\/li>\n<li>Set up integrations to pull notifications from all your apps into a single app.<\/li>\n<\/ul>\n<p>These are just a handful of tasks you can automate\u2014and the possibilities are pretty much limitless. To find out how you can pull this off, read on.<br \/>\n<a name=\"Getting started with task automation\"><\/a><\/p>\n<h2><b>How to begin automating<\/b><\/h2>\n<p>When you\u2019re using automation tools, you\u2019re leaving a lot to bots and code, and you want to be sure that in doing so, you leave no margin for error.<\/p>\n<p>Many people fall into the trap of seeing automation as this easy switch you can flick on to solve all productivity problems.<\/p>\n<p>It\u2019s not a magic bullet. First, it takes time and patience to set up perfectly, so it\u2019s not a quick fix by any means.<\/p>\n<p>Secondly, if a workflow is riddled with unnecessary tasks and red tape, automating it won\u2019t solve the productivity or stress issue. Rather, it\u2019ll add to the costs in time and money.<\/p>\n<p>Bottom line? Automation can\u2019t save a fundamentally disorganized workflow, team, or individual.<\/p>\n<p>Now, let\u2019s look at how to start automating your tasks and saving serious time in your day.<\/p>\n<h4><b>1. <span style=\"text-decoration: underline;\">Do a productivity audit<\/span><\/b><\/h4>\n<p>Examine your team\u2019s typical workload and suss out the problem areas. Ask yourself:<\/p>\n<ol>\n<li>Where are the bottlenecks?<\/li>\n<li>What\u2019s slowing down your team?<\/li>\n<li>What are some of the most repetitive and time-consuming tasks in your team\u2019s workday?<\/li>\n<\/ol>\n<h4><b>2. <span style=\"text-decoration: underline;\">Document your processes<\/span><\/b><\/h4>\n<p>Take a look at the workflows you are planning to improve and write every single step involved. Does an email sequence need to go out every time you speak to a new customer? Do you frequently schedule new meetings over a series of back-and-forth emails? These are good candidates for automation, and in the following sections, we\u2019ll show you how to get started.<\/p>\n<h4><b>3. <span style=\"text-decoration: underline;\">Decide what to automate<\/span><\/b><\/h4>\n<p>Don\u2019t fall into the trap of trying to automate everything. Trying to automate tasks that heavily depend on human interaction or have too many ifs might backfire on you. For instance, you can automate your employee onboarding process, but you can\u2019t automate the entire interview.<\/p>\n<p>Instead, try this approach: think of your to-do list as comprising $5, $100, and $1,000 tasks in terms of the value they bring to your business.<\/p>\n<p>Which are your $5 and $100 tasks? Automate those and focus your energies on the $1,000 tasks.<\/p>\n<h4><b>4. <span style=\"text-decoration: underline;\">Choose your tools<\/span><\/b><\/h4>\n<p>After looking at your workflow, it&#8217;s time to choose the tools that you\u2019ll be using. Automation tools are a dime a dozen, but different tools cater to different industries and professions.<\/p>\n<p>You also must take the price point into consideration because many of these apps charge by the user and the costs add up:<\/p>\n<figure id=\"attachment_5409\" aria-describedby=\"caption-attachment-5409\" style=\"width: 840px\" class=\"wp-caption alignleft\"><img decoding=\"async\" class=\"wp-image-5409 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image4-102-1024x633.png\" alt=\"Average cost per workflow across plans per solution\" width=\"840\" height=\"519\" \/><figcaption id=\"caption-attachment-5409\" class=\"wp-caption-text\"><a href=\"https:\/\/www.actiondesk.io\/blog\/alternatives-competitors-zapier-startups-smbs-benchmark-data-integrations\" target=\"_blank\" rel=\"noopener noreferrer\">Source: https:\/\/www.actiondesk.io\/blog\/alternatives-competitors-zapier-startups-smbs-benchmark-data-integrations<\/a><\/figcaption><\/figure>\n<p><a name=\"10 task automation tools you could use\"><\/a><\/p>\n<h2><b>10 task automation tools you could use<\/b><\/h2>\n<p>There\u2019s fantastic software out there that helps you encode the \u201ctriggers\u201d and \u201coutcomes\u201d of what you want to automate. No matter what apps you love to use, these automation tools can get your apps to \u201ctalk to each other\u201d so there\u2019s a smooth flow of info from stage to stage in your workflow.<\/p>\n<p>There are tools at the code-heavy end of the spectrum, and there are those that the average person can set up fairly easily on drag-and-drop builders. Some tools help you with minor tasks, while others help you do the heavy lifting in entire workflows. We\u2019ll show you a few examples of these later.<\/p>\n<p>First, here are 10 popular tools that teams use to <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/workflow-automation\/\">automate their workflows<\/a> and tasks:<\/p>\n<h3><b>1. <span style=\"text-decoration: underline;\">Piesync<\/span><\/b><\/h3>\n<p>One of the biggest pain points for sales and marketing teams dealing with a large customer base is managing contacts across different tools: your mobile phone, your email marketing tool, your CRM, and so on. One of the best ways to do this is Piesync.<\/p>\n<p>Piesync\u2019s automations are designed to take the pain out of syncing contacts across hundreds of apps. Instead of entering new leads into your CRM <i>and<\/i> your email-marketing tool <i>and<\/i> your email manually, you can use PieSync to update everything at once automatically.<\/p>\n<p>For example, you can set it up so that when you add a new contact to RingCentral, <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/ringcentral-contacts-sync-crm\/\" target=\"_blank\" rel=\"noopener noreferrer\">PieSync brings your entire arsenal of tools up to speed<\/a>:<\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/ringcentral-contacts-sync-crm\/\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image2-6-1024x576.jpg\" alt=\"PieSync: Sync contacts between your favorite cloud applications\" width=\"840\" height=\"473\" \/><\/a><\/p>\n<h3>2. <span style=\"text-decoration: underline;\"><b>Tray.io<\/b><\/span><\/h3>\n<p>Tray.io is an automation platform that allows you to integrate your entire software and applications stack to build and automate processes on a visual workflow builder. It\u2019s great for marketing, sales, and <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/customer-support\/\" target=\"_blank\" rel=\"noopener noreferrer\">customer support<\/a> teams:<\/p>\n<p><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image8-47-784x1024.png\" alt=\"Tray.io: The Best API Integration Platform for Leading Enterprises\" width=\"784\" height=\"1024\" \/><\/p>\n<h3><b>3. <span style=\"text-decoration: underline;\">Workato<\/span>\u00a0<\/b><\/h3>\n<p>Workato is a cloud-based integration and automation platform that helps businesses create and automate complex business workflows. Its drag-and-drop functionality makes it super easy to use, and it even lets you create multi-step integrations in multiple apps. It\u2019s great for IT, HR, finance, marketing, sales, and support teams.<\/p>\n<p><img decoding=\"async\" class=\"alignnone\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image9-1024x576.jpg\" alt=\"Workato App Integration &amp; Automation\" width=\"840\" height=\"473\" \/><\/p>\n<h3>4. <span style=\"text-decoration: underline;\">Zapier<\/span><\/h3>\n<p>Zapier is probably the most well-known automation tool. It integrates over 2,000 popular apps (<a href=\"https:\/\/netstorage.ringcentral.com\/guides\/zapier_userguide.pdf\" target=\"_blank\" rel=\"noopener noreferrer\">including RingCentral<\/a>)\u2014and it\u2019s really easy to use, even if you don\u2019t know how to code. It allows you to connect two or more apps and uses if-then conditions and rules so that a trigger action (that you select) in one app results in an outcome in another. Here\u2019s an example:<\/p>\n<p><img decoding=\"async\" class=\"alignleft size-full wp-image-5413\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image1-150.png\" alt=\"Zapier | The easiest way to automate your work\" width=\"818\" height=\"277\" \/><\/p>\n<h3><b>5. <span style=\"text-decoration: underline;\">Webhooks<\/span><\/b><\/h3>\n<p>Here\u2019s what you want: when X happens on app A, you want Y to happen on app B. But app A and app B speak different languages, so how do you get them to understand each other? Webhooks.<\/p>\n<p>Webhooks are like translators that bridge two different apps so that information flows neatly between them. They\u2019re what make most of your integrations and \u201czaps\u201d and \u201crecipes\u201d possible.<\/p>\n<p>Tools like Zapier and Workato connect so many apps that for most purposes, you don\u2019t need to bother with Webhooks. But what if you\u2019re a hipster and you\u2019re using an ultra-obscure app that your automation tool doesn\u2019t support, or want a super-specific workflow that Zapier and Workato don\u2019t quite support? You could get a developer to help you use Webhooks to set up an automation for you.<\/p>\n<h3><b>6. <span style=\"text-decoration: underline;\">Solvemate<\/span><\/b><\/h3>\n<p>Solvemate provides a self-service chatbot to automate standard responses to repetitive customer service questions that come through on most apps like Facebook, round the clock. It fetches customer-specific information and keeps \u201clearning\u201d as it goes along:<\/p>\n<figure style=\"width: 840px\" class=\"wp-caption alignnone\"><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image11-24-1024x696.png\" alt=\"Search Results Web Result with Site Links Solvemate | Automating Customer Service | AI Chatbots\" width=\"840\" height=\"571\" \/><figcaption class=\"wp-caption-text\">Source: solvemate.com\/en\/product.html#get-video<\/figcaption><\/figure>\n<p>&nbsp;<\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><strong>Pro-tip:<\/strong><\/div>\n<p>Other similar tools to check out include Botfuel and Smartly.ai.<\/p>\n<\/div>\n<h3>7. <span style=\"text-decoration: underline;\">Leadsbridge<\/span><\/h3>\n<p>You\u2019re a business that\u2019s really diving into marketing. You\u2019ve got the whole nine yards\u2014email lists, <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/webinars\/\" target=\"_blank\" rel=\"noopener noreferrer\">webinars<\/a>, Instagram live, Facebook ads and what have you. There are at least a dozen different sources of leads! How do you gather all of them in one place?<\/p>\n<p>Leadsbridge is an integration platform that connects over 370 tools to make lead-generation a breeze.<\/p>\n<p>It caters specially to small businesses, including real estate and automotive industries. With Leadsbridge, you could get a new follow on your Twitter account and contact them immediately.<\/p>\n<p><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image10-30-1024x479.png\" alt=\"LeadsBridge | The reliable integration platform\" width=\"840\" height=\"393\" \/><\/p>\n<h3>8. <span style=\"text-decoration: underline;\">Integromat<\/span><\/h3>\n<p>Like Zapier, Integromat is an automating tool that connects hundreds of your favorite apps, devices, and services with each other without you needing programming skills. Unlike tools like Zapier and Tray.io, though, it\u2019s more keenly oriented to small businesses. Additionally, instead of just automating one if-then scenario at a time, you can also set up multi-step workflows connecting several different apps.<\/p>\n<figure style=\"width: 840px\" class=\"wp-caption alignnone\"><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image14-17-1024x378.png\" alt=\"Integromat is an easy to use, powerful tool with unique features for automating manual processes.\" width=\"840\" height=\"310\" \/><figcaption class=\"wp-caption-text\">Source: Integromat<\/figcaption><\/figure>\n<h3>9. <span style=\"text-decoration: underline;\">Freebusy<\/span><\/h3>\n<p>Freebusy is an automatic meeting scheduler that uses AI to help groups of people set up a time to meet without all the endless emailing. Plus, it integrates with most calendars and <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/the-best-video-conferencing\/\" target=\"_blank\" rel=\"noopener noreferrer\">video conferencing tools<\/a> like RingCentral, saving you tons of time on set-up.<\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/apps\/freebusy-scheduling-assistant\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image12-23-1024x512.png\" alt=\"FreeBusy: The complete solution to automate meeting\" width=\"840\" height=\"420\" \/><\/a><\/p>\n<h3>10. <span style=\"text-decoration: underline;\">Built.io Flow<\/span><\/h3>\n<p>Built.io Flow is a more sophisticated integration platform that allows you to use drag-and-drop tools to build workflows that run like apps. While it offers task automation, that\u2019s just one small part of its whole offering. You can set up multi-step workflows with more complex if-then scenarios.<\/p>\n<p>If you\u2019re okay with a steeper learning curve, it\u2019s a great way to build workflows that are highly customized to your team or personalized to you:<\/p>\n<figure style=\"width: 960px\" class=\"wp-caption alignnone\"><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image13-18.png\" alt=\"Built.io Flow is a more sophisticated integration platform that allows you to use drag-and-drop tools to build workflows that run like apps. \" width=\"960\" height=\"541\" \/><figcaption class=\"wp-caption-text\">Source: capterra.com\/p\/155638\/Built-io-Flow<\/figcaption><\/figure>\n<p><a name=\"7 examples of task automation\"><\/a><\/p>\n<h2>7 task automation exa<b>mples<\/b><\/h2>\n<p>Now that you\u2019ve got a few tools to check out, here are some examples of automatic workflows or integrations that can help you cut out the busywork from your daily tasks.<\/p>\n<h3><b>1. <span style=\"text-decoration: underline;\">Handle recurring customer inquiries with a chatbot<\/span><\/b><\/h3>\n<p>One of the biggest timesucks with running any kind of business is fielding repetitive and routine customer queries. You could hire someone to do it, or do it yourself.<\/p>\n<p>Alternatively, you could take advantage of AI-powered chatbots like Solvemate or Botfuel to field frequently asked questions. so that only the most critical or complex customer inquiries are escalated to a customer service representative:<\/p>\n<figure style=\"width: 840px\" class=\"wp-caption alignnone\"><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image3-109-1024x762.png\" alt=\"Botfuel\u2019s chatbot\" width=\"840\" height=\"625\" \/><figcaption class=\"wp-caption-text\">Caption: Botfuel\u2019s chatbot<\/figcaption><\/figure>\n<p>&nbsp;<\/p>\n<p>In a typical chatbot, you\u2019ll need to work with a copywriter to input standard answers to questions. An added benefit of this tool is that you also get a way to actively collect more info about the user journey and typical pain points and queries of your customer as well.<\/p>\n<h3><b>2. <span style=\"text-decoration: underline;\">Automatically archive call recordings to Dropbox or store them in your CRM<\/span><\/b><\/h3>\n<p>Isn\u2019t it annoying when you run out of space on your phone because of all the call recordings? RingCentral integrates with Box, Dropbox, and Google Drive to back up your call recordings to the cloud automatically.<\/p>\n<p>If you make a lot of calls and often have to record them to refer back to later, this is a really useful automation:<\/p>\n<figure style=\"width: 960px\" class=\"wp-caption alignnone\"><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image15-13.png\" alt=\"Automatically archive call recordings to Dropbox or store them in your CRM\" width=\"960\" height=\"720\" \/><figcaption class=\"wp-caption-text\">Source: <a href=\"https:\/\/www.dropbox.com\/app-integrations\/ringcentral\" target=\"_blank\" rel=\"noopener noreferrer\">https:\/\/www.dropbox.com\/app-integrations\/ringcentral<\/a><\/figcaption><\/figure>\n<h3>3. <span style=\"text-decoration: underline;\">When you get a missed call on RingCentral, create a new task on your task management app of choice<\/span><\/h3>\n<p>If you\u2019re busy and miss calls from time to time that you know you need to follow up on, you can set up a trigger on Zapier to turn missed calls into tasks that can be delegated (or reminders in your task management app).<\/p>\n<p>If you\u2019re feeling ambitious, try setting up a multi-step zap (what Zapier calls triggers and actions) so that you can, say, send an <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/apology-letter-to-customer\/\" target=\"_blank\" rel=\"noopener noreferrer\">apology letter<\/a> to the caller and tell them you\u2019ll respond ASAP:<\/p>\n<figure style=\"width: 840px\" class=\"wp-caption alignnone\"><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image16-8-1024x545.png\" alt=\"When you get a missed call on RingCentral, create a new task on your task management app of choice\" width=\"840\" height=\"447\" \/><figcaption class=\"wp-caption-text\">Source | <a href=\"https:\/\/netstorage.ringcentral.com\/guides\/zapier_userguide.pdf\" target=\"_blank\" rel=\"noopener noreferrer\">https:\/\/netstorage.ringcentral.com\/guides\/zapier_userguide.pdf<\/a><\/figcaption><\/figure>\n<p>&nbsp;<\/p>\n<p>First, set up a trigger action in the source app, in this case, RingCentral. Next, choose what you want to see happen in your task management app:<\/p>\n<figure id=\"attachment_5423\" aria-describedby=\"caption-attachment-5423\" style=\"width: 840px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"wp-image-5423 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image17-9-1024x675.png\" alt=\"When you get a missed call on RingCentral, create a new task on your task management app of choice\" width=\"840\" height=\"554\" \/><figcaption id=\"caption-attachment-5423\" class=\"wp-caption-text\">Source | <a href=\"https:\/\/netstorage.ringcentral.com\/guides\/zapier_userguide.pdf\" target=\"_blank\" rel=\"noopener noreferrer\">https:\/\/netstorage.ringcentral.com\/guides\/zapier_userguide.pdf<\/a><\/figcaption><\/figure>\n<h3><b>4. <span style=\"text-decoration: underline;\">Send out a SurveyMonkey feedback survey once a RingCentral call has ended<\/span><\/b><\/h3>\n<p>Thinking of doing customer surveys? Use Workato to automatically send out a customer service survey from SurveyMonkey after you end a RingCentral call:<\/p>\n<p><img decoding=\"async\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image9-1-1024x576.jpg\" alt=\"Send out a SurveyMonkey feedback survey once a RingCentral call has ended\" width=\"840\" height=\"473\" \/><\/p>\n<h3>5. <span style=\"text-decoration: underline;\">Automatically add call info to a Google Sheet<\/span><\/h3>\n<p>Like good sales teams, you probably maintain calling and texting records to stay on top of your game. One way is to manually enter notes about each call into a spreadsheet\u2014but that\u2019s a timesuck.<\/p>\n<p>Another is to automate it with a tool like Integromat. Integromat is great for data transfer and transformation tasks! Use it\u00a0to set up a workflow that records important data about your calls (like duration or caller info) to a Google Sheet. You can even use this to tabulate received and sent RingCentral SMS messages if you want to measure the effectiveness of your SMS marketing copy.<\/p>\n<p>If you depend heavily on your CRM, you could also use Tray.io to set up a workflow to <a href=\"https:\/\/tray.io\/connectors\/ringcentral-integrations\" target=\"_blank\" rel=\"noopener noreferrer\">update your CRM tool with call logs and texts from RingCentral automatically<\/a>.<\/p>\n<hr \/>\n<p class=\"p1\"><span class=\"s1\">\ud83d\udd79\ufe0f<\/span> Get a hands-on look at how RingCentral works by booking a product tour:<\/p>\n<p class=\"p1\"><button data-href=\"#leadform-popup\" class=\"js-open-popup-activator btn primary\" >Choose a time<\/button><\/p>\n<p>\ud83d\udcb0 You can also <strong><a href=\"http:\/\/www.ringcentral.com\/roi-calculator\" target=\"_blank\" rel=\"noopener noreferrer\">use this calculator<\/a> <\/strong>to see roughly how much your business could save by using RingCentral to support your team&#8217;s communications with clients or customers, and each other.<\/p>\n<hr \/>\n<h3><b>6. <span style=\"text-decoration: underline;\">Set up an IVR<\/span><\/b><\/h3>\n<p>Give your receptionist a break and set up an IVR. It\u2019s been shown that businesses can experience a 50% increase in productivity just by implementing some type of phone answering service.<\/p>\n<h3><b>7. <span style=\"text-decoration: underline;\">Schedule appointments<\/span><\/b><\/h3>\n<p>If you\u2019re a therapist or a clinician whose line of work involves setting up a lot of appointments and then making calls, you could do worse than get an appointment scheduler like Freebusy. Simply set up your availability on the Freebusy app and let your colleagues \u201cpropose\u201d a meeting with you by entering their details.<\/p>\n<p>Alternatively, you could set up an integration with Zapier to Calendly. You can also set up a zap to send an SMS every time an invitee cancels!<\/p>\n<h2><b>Are you ready for task automation to (kind of) take over your business?<\/b><\/h2>\n<p>Consider the irony that there\u2019s actually an automation app just to synchronise your automation apps. (Seriously. It\u2019s called 1Desk.) If task automation is supposed to make life easier, why would we need <i>another<\/i> app to manage it?<\/p>\n<p>If it shows anything, it\u2019s this\u2014task automation is actually kind of scary and overwhelming. Many people fear it (there\u2019s a term for that: automation anxiety) because they worry it\u2019ll take away jobs, run their lives, and render them obsolete.<\/p>\n<p>But here\u2019s the thing. To automate well, you need to understand that task automation is only useful insofar as it leaves things within your control. \u201cToo much automation\u201d might even lead to more work than your organization can handle.<\/p>\n<p>Robots don\u2019t rule the world yet, and it\u2019s up to you, the human, to marshal the wealth of tools and resources technology places at your disposal.<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<hr \/>\n<div style=\"font-size: 14px;\">\n<p><sup>1, 3<\/sup> <a href=\"https:\/\/hbr.org\/2015\/12\/how-many-of-your-daily-tasks-could-be-automated\" target=\"_blank\" rel=\"noopener noreferrer\">hbr.org\/2015\/12\/how-many-of-your-daily-tasks-could-be-automated<\/a><\/p>\n<p><sup>2<\/sup> <a href=\"https:\/\/www.mckinsey.com\/featured-insights\/future-of-work\/jobs-lost-jobs-gained-what-the-future-of-work-will-mean-for-jobs-skills-and-wages\" target=\"_blank\" rel=\"noopener noreferrer\">mckinsey.com\/featured-insights\/future-of-work\/jobs-lost-jobs-gained-what-the-future-of-work-will-mean-for-jobs-skills-and-wages<\/a><\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Did you know that you could totally slash your work week by at least a day and a half without sacrificing a thing on your to-do list1? How? Through a little thing called automation. According to a McKinsey study, at least a third of activities in 60% of occupations are completely automatable.2 Don\u2019t worry, the &#8230;<\/p>\n","protected":false},"author":29,"featured_media":46757,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[18179,18180,18181,18182],"class_list":["post-42018","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-automating-tasks","tag-automation-tools","tag-how-to-automate-tasks","tag-task-automation"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>End the busywork with task automation | RingCentral Blog<\/title>\n<meta name=\"description\" content=\"What is task automation? 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